Administrative Aide

$53,560 - $53,560/Yr

The Salvation Army - Rancho Palos Verdes, CA

Full-time

Rancho Palos Verdes, CA

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Administrative Aide at The Salvation Army Territorial Headquarters plays a crucial role in supporting the Property Department by managing administrative tasks, maintaining filing systems, and ensuring effective communication within the organization. This position requires a detail-oriented individual who can handle various responsibilities, including correspondence, scheduling, and document management, while upholding the mission of the organization.

Responsibilities

• Pick up mail on a timely basis; date-stamp all pieces, distribute to appropriate Property Department or building staff.
• File all property items, certificates of insurance, correspondence, etc. for the department.
• Prepare new files, purge old files as needed, and generally maintain department filing system according to published guidelines.
• Print Property Council Agenda for the Territorial Property Secretary in preparation for Property Council Meeting.
• Create project files for all new purchases and leases approved by the Property Council.
• Eliminate any unneeded documents.
• Handle switchboard duties including answering incoming calls and directing visitors.
• Process property claims including receiving, logging, researching, and redistributing claims for the Western Territory's Divisional Offices.
• Responsible for official written correspondence for the Property Secretary and Assistant Property Secretary.
• Compose letters, memos, and e-mails on routine matters of business.
• Typing, faxing, photocopying, scanning, electronic filing as required.
• Create, keep and maintain the Department Calendar.
• Create, update, and distribute the Territorial Headquarters Phone List Monthly.
• Attend business meetings to document, develop, and maintain official meeting minutes.
• Distribute meeting minutes to attendees and file accordingly.
• Schedule meetings with/for the Property Secretary, Assistant Property Secretary, and Department staff.
• Handle department travel schedules and arrangements for both the Property Secretary and Assistant Property Secretary.
• Process expense vouchers in a timely manner, following up with the Finance Department as necessary.
• Be a source of scheduling information to various departments, personnel, and vendors.
• Maintain 'bring-up' file for the Property Secretary.
• Serve as a department liaison and first point of contact for the Territorial Property Department.
• Order all supplies for the staff/department as approved by the Property Secretary or Asst. Property Secretary.
• Order medical supplies for the first aid kit when needed.
• Maintain schedules with various building vendors.
• Answer building inquiries regarding provided services.
• Maintain and circulate the 'reading file' for the Property Secretary.
• Maintain, update, and circulate all department/vendor/contact information lists.
• Keep, update, Territorial Pool Vehicle List.
• Keep, and update Territorial Guest Quarters List.
• Assist in ensuring that guest quarters and pool vehicles are maintained and in 'ready' condition.
• Assist in Territorial Pool Vehicle drop-offs as needed.

Requirements

• Minimum of four (4) years of administrative aide or executive secretary experience.
• Excellent knowledge of computers (PC's) and related software.
• Computer literate in the use of Microsoft Windows XP and all Office Suite software applications, including extensive Adobe Acrobat.
• Ability to pass MVR and maintain current CA Driver's License.
• Ability and willingness to keep information confidential.
• Ability and willingness to take oral instructions and follow through with them with minimal supervision.
• Excellent skills concerning detail and organization.
• Excellent interpersonal, telephone, and communication skills.
• Ability to type at 60 WPM.
• Excellent spelling, grammar, proofreading and filing skills.